Learner Support allows you to track a learner's educational journey from the first time they walk into your school until the last time they leave. There are many intersections along that journey and some learners, they have more interactions than others.
Some of the information and data that is gathered at these intersections can be sensitive, and other times it is simply to update the learners' profile. Security of this information and data is paramount. SchoolWise ensures that only those people within your school have access to the data they need. What determines this access depends on their membership in security roles within the platform. Let's take a look at how to assign people to roles and what privileges they have.
Types of Roles in Learner Support
There are two types of roles in Learner Support which are;
Built-in system roles
Dynamic security roles
Built-in system roles
These are roles that come with SchoolWise and are already set up in the platform. You simply add and remove members to each role. Some of these roles have their members automatically populated from the sync with your school MIS/SIS system.
Dynamic security roles
These are custom roles that you create. Dynamic security roles allow you to map the same management, leadership and care team structure already in your school to SchoolWise. You can then assign permission to these dynamic roles. You can even group roles together to create dynamic security role groups.
Built-in System Roles
Management Role
This role is usually reserved for school management such as the principal and any deputy principals. The role allows for full access across all aspects of Learner Support without any restrictions. People in this role can view all learners.
The additional privilege that people in the Management role have is the ability to mark a Note as 'Viewable by Management Only'. This restricts access to the note to those only in the Management Role.
How to assign people to the role
Assigning people to the role is done through User Management. You can find more details about how to add people to the Management role in this article.
Guidance and Counselling Role
This role much like the management role has full access across all aspects of Learner Support. People in this role can view all learners. The only restriction is that they cannot view any Notes that have the 'Viewable by Management Only' option enabled.
Guidance and Counselling do have the option of setting Notes as 'Viewable by Guidance and Counselling Only'. This ensures that only those people in this role can view the note.
Note: No other role can view these notes including the Management role. This ensures notes marked as Viewable by Guidance and Counselling only are private to members of that role.
How to assign people to the role
Assigning people to the role is done through User Management. You can find more details about how to add people to the Guidance and Counselling role in this article.
Learning Support and Special Needs Role
This role has full access across all aspects of Learner Support. People in this role can view all learners. The only restriction is that they cannot view any Notes that have either the 'Viewable by Management Only' or the 'Viewable by Guidance and Counselling Only' option enabled.
How to assign people to the role
Assigning people to the role is done through User Management. You can find more details about how to add people to the Learning Support and Special Needs role in this article.
Year Head Role
People in this role only have access to those learners for which they are assigned the Year head role. So when a year head clicks on Learner Support, they will only see the list of learners displayed where their name appears in the Year Head column.
Year heads can be assigned in the following ways;
Assign one year head to the entire year group
Assign multiple year heads to the same learner(s)
Assign a year head to a specific segment of learners within a year group
Year heads have full access to those learner profiles that they are assigned. The only restriction is that they cannot view any Notes that have either the 'Viewable by Management Only' or the 'Viewable by Guidance and Counselling Only' option enabled.
How to assign people to the role
There are two ways that year heads can be assigned to learners;
Automatically by the sync with your school SIS/MIS system
If year heads are not set automatically by the sync, you can use learner support to assign year heads and instructions can be found in this article
Note: If you manually assign a year head to learners you will need to manually remove them at a later time.
Tutor Role
People in this role only have access to those learners for which they are assigned the Tutor role. So when a tutor clicks on Learner Support, they will only see the list of learners displayed where their name appears in the Tutor column.
Tutors can be assigned in the following ways;
Assign one tutor to the entire year group
Assign multiple tutors to the same learner(s)
Assign a tutor to a specific segment of learners within a year group
Tutors have full access to learner profiles that they are assigned. The only restriction is that they cannot view any Notes that have either the 'Viewable by Management Only' or the 'Viewable by Guidance and Counselling Only' option enabled.
How to assign people to the role
There are two ways that tutors can be assigned to learners;
Automatically by the sync with your school SIS/MIS system
If tutors are not set automatically by the sync, you can use learner support to assign tutors and instructions can be found in this article
Note: If you manually assign a tutor to learners you will need to manually remove them at a later time.